Job Title: Healthcare Administrative Virtual Assistant | Home Care Operations & Patient Support [LA-E]
Position type: Full-time
Work Schedule:
Monday & Tuesday: 10:00 AM – 7:00 PM
Wednesday: 11:00 AM – 3:00 PM
Thursday & Friday: 10:00 AM – 7:00 PM
Saturday: 8:00 AM – 12:00 PM
Salary: $5 - $6 per hour, depending on experience
Location: Remote - Philippines
Client Overview and Job Summary
Our client is a growing U.S.-based private home care provider dedicated to helping older adults and individuals with healthcare needs remain safe, comfortable, and independent in their own homes. Their team delivers compassionate, personalized care while maintaining the highest standards of compliance, professionalism, and customer service. As the organization continues to grow, they are committed to building efficient systems, supporting their healthcare staff, and providing exceptional experiences for both clients and their families.
They are looking for a proactive and highly organized Healthcare Administrative Virtual Assistant to become an integral member of their operations team. This role combines healthcare administration, compliance coordination, patient support, appointment scheduling, and customer service. You'll help keep the business running smoothly by supporting compliance documentation, coordinating with healthcare staff, managing EMR records, answering inbound calls, following up with prospective clients, and assisting with day-to-day administrative operations.
Key Responsibilities
Healthcare Administration & Compliance
- Assist with daily healthcare administrative and operational tasks.
- Coordinate prior authorization documentation with physicians and healthcare providers.
- Manage 485 Certifications and Plan of Care (POC) renewals.
- Prepare, organize, and maintain Medicaid compliance documentation.
- Upload, organize, and maintain patient documentation within the EMR system.
- Track staff licenses, TB tests, certifications, and credential expiration dates.
- Follow up with nursing staff regarding expiring documents and required renewals.
- Schedule supervisory visits with RN supervisors.
- Ensure documentation remains organized, accurate, and HIPAA compliant.
Administrative & Operations Support
- Provide general virtual administrative support across multiple departments.
- Organize and maintain digital files and company documentation.
- Prepare and distribute offer letters through DocuSign.
- Assist with interview scheduling and coordination.
- Conduct virtual orientation sessions for newly hired employees.
- Generate and distribute company newsletters.
- Track client birthdays and send personalized birthday greetings.
- Recommend workflow improvements and support process optimization initiatives.
- Perform additional administrative and operational tasks as assigned.
Phone Support & Customer Service
- Answer inbound phone calls professionally and route urgent concerns appropriately.
- Provide dependable phone coverage during business hours and support after-hours coverage as the business grows.
- Deliver exceptional customer service while maintaining professionalism and empathy.
- Handle confidential information while adhering to HIPAA standards.
Warm Lead Follow-up & Appointment Setting
- Make warm outbound calls to prospective clients and marketing leads.
- Follow up with interested prospects and nurture relationships.
- Schedule appointments and discovery calls for qualified leads.
- Manage appointment reminders and ongoing lead follow-up.
- Maintain accurate notes and updates within the CRM/EMR system.
Social Media Support
- Assist with basic social media posting and audience engagement.
- Support the team with additional marketing-related administrative tasks as needed.
Preferred Experience
Candidates with experience in any of the following will be highly preferred:
- Home Care or Home Health agencies
- Healthcare administration
- Medicaid documentation and compliance
- Prior authorizations
- EMR/EHR systems (especially Generations Home Care EMR)
- Appointment scheduling
- Phone support and customer service
- Warm lead follow-up
- Healthcare compliance coordination
- Staff credential tracking and renewals
Requirements
- Excellent verbal and written English communication skills with a clear, professional speaking voice and minimal accent.
- Previous experience in a home care agency, healthcare office, or healthcare administrative environment is highly preferred.
- Experience handling healthcare administrative tasks, including:
- Prior authorizations
- Compliance documentation
- Medical records
- Healthcare operations
- Professional and confident phone etiquette for both inbound and warm outbound calls.
- Comfortable scheduling appointments, following up with leads, and providing excellent customer service.
- Strong organizational, multitasking, and time management skills.
- Exceptional attention to detail and documentation accuracy.
- Self-motivated and able to manage recurring responsibilities with minimal supervision.
- Reliable, dependable, and committed to long-term employment.
- Able to thrive in a fast-paced and growing healthcare environment.
- Strong problem-solving skills with the ability to recommend process improvements.
- Ability to maintain confidentiality and comply with HIPAA requirements.
- Positive, personable, collaborative, and customer-focused attitude.
- High level of professionalism, accountability, and follow-through.
Technical Skills & Software Proficiency
- Experience using EMR/EHR systems (experience with Generations Home Care EMR is a strong advantage).
- Ability to quickly learn new software platforms and internal systems.
- Comfortable using DocuSign, Microsoft Office, Google Workspace, and other administrative tools.
Basic Requirements
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
